In our information age, we are constantly inundated with many different messages and distractions that are competing for our limited time. This has made it more important than ever to learn how to keep our communications concise and focused, both in person and online. In this article, we discuss some ways that we can communicate powerfully, but with more brevity.

Listen More and Talk Less

One reason why people may not find it easy to be more succinct includes wanting to have long chats in order to make a connection. This can be especially true of women, who are more conditioned to be talkative in order to show empathy and build relationships. However, shorter conversations can accomplish this as well.

Also, talking too much can limit the time that the person you are talking to has to respond. It can also cause a one-sided conversation where the other person has to wait a long time for their turn to speak. So we must balance talking and listening and give the other person time to process information and to respond.

Avoid Over-Explaining

Over-explaining can come from fear or lack of confidence. For example, a salesperson who is trying to sell a product might over explain the price to try to justify it. Instead of trying to push and persuade, it can be more effective to tell a story of success he had with a previous client.

Over-explaining can also involve including an excessive amount of information and unnecessary items in your communications. This can be overwhelming for people and takes more of their time than is needed.

When communicating in writing, using headings, subheadings and bullet points can help to make your messages more concise.

Prepare What You Will Say

When possible, prepare what you will say in advance. For example, you can prepare a concise agenda for meetings to keep them briefer and focused. It is good to be prepared even if you don’t plan on speaking for very long. Preparation will help to keep you on track.

Watch for Cues

When speaking to someone, watch for verbal and physical cues from them. For example, after you have made a point to explain something, before going on about it, watch for the other person’s reaction to seeing if they understood or if they might have questions.

Use Visuals

Most people are visual learners. So whenever possible, use visuals to help explain what you want to convey. As the saying goes “a picture is worth a thousand words.” Images and videos can quickly clarify and explain something that might take many written words to express, so they are very useful for meetings and presentations.

A coach can help you to develop and sharpen your communication skills for meeting new people and for improving your relationships in business and life.